Region 8 Report. Hosted by Greater Atlanta Intergroup. Third Delegate Report. March

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1 Region 8 Report Hosted by Greater Atlanta Intergroup Third Delegate Report March I wish to thank this service body allowing me to attend the Region 8 Assembly. Our Intergroup is part and parcel to the business of Overeaters Anonymous which based in the our Traditions. As your delegates, we were fiscally prudent and heads down working for the good of Palm Beach Intergroup and OA as a whole. In Atlanta we learned the responsibilities and guidelines for standing committees. We have similar committees and we leverage the information we bring back to become an even stronger Palm Beach service body. Bylaws Committee Bylaws committee must keep the Bylaws document up to date based on our group conscience. Voting impacts both the Bylaws and the Policy and Procedures manual. These reflect the commitment of the Region 8 and all Intergroups to run smoothly and keep personalities out of the mix. Lesson Learned: Bylaws and Policies/Procedure Manuals stand as a critical piece for the business of each Intergroup which choses to follow the Steps, Traditions and Concepts in harmony. The bylaws provide rules the service bodies operates. They are established through the Delegates voting in good conscience on behalf of their respective Intergroups. Policies and Procedure Manual defines specifically how Region 8 processes in supporting those bylaws. An Intergroup nor a region can do the business of business without both.

2 Twelve Step Within The Twelve Step Within announced its resources available to local groups. They continue to update available approved Speakers List. A list of available online sponsors give relapse survivors and returning members opportunities to reconnect. In addition, the committee provides a Relapse Mentors program. Another charge is to provide access to the best practices in a wide variety of reusable materials. Lessons Learned: Twelve Step Within committees craft important assets to support work on the Intergroup level. It is our personal and group responsibility to carry the message to relapsing members. Pubic Information/Professional Outreach (PI/PO) Approved literature OA can be purchased at a reduced rate allowing for local committees to leverage these publications. Also, the committee adds approved content to aid the intergroups to begin their PI/PO efforts. This group aides local intergroups in our primary purpose of carrying the message outside the rooms. Lessons Learned: Without educating professionals, eating disorders of any type will continue to be misunderstood. Binging Eating Disorder specifically has just recently been included as such in the mental health system, but is virtually ignored or understood by many medical practitioners. Our solution must be brought to their attention. In addition, we must carry the message to the individual who suffers. Leveraging existing materials and adequate funding, Intergroups can be essential in the public information arena. Intergroup Outreach (IGOR) Andy from Broward explained the charge of the Intergroup Outreach committee. This group provides members who will support and advise other intergroups with varying issues. In addition, IGOR has funding for intergroups struggling to fund its delegates based Region 8 eligibility criteria. Lessons Learned: Intergroups need many kinds of support in functioning. IGOR can provide much needed funds for Intergroups to help delegates to

3 participate at the Region level. We are fortunate here to be solvent enough on a consistent basis allowing us this privilege. IGOR may lends its expertise to resolve issues so that there is a impartial party to meditate within ailing Intergroups. In speaking to other delegates, I was surprised to see self-funded Intergroup Chairs. Although this is an expensive undertaking for many, they believe it must be done. Web Tech Web Tech's chair Michelle and her committee take care of both the Region 8 website and gathering important analytics. This process continues to support improvement to our internet presence. It is vital that both Region 8 and Intergroups become fluent in the use of digital technology. Not only do web communications save hundreds of dollars in printing cost, it allow instant access to important information for our members and our service body. At the Region level, content for their website filters through the Vice Chair for approval. The approved documents then pass to the webmaster for posting. This process insures that the content remains consistent with our Traditions. The Atlanta Intergroup and the Web Tech committee have been working on virtual attendance for those members unable to attend the business assemblies. It is very important the current and next generation of leadership attend. Our Region 8 includes many US areas as well as much of South America. Web Tech will continue to give the body information regarding the number of virtual attendees. Currently few intergroups have taken advantage of online viewing. Any OA member may participate in this virtual attendance. Lessons Learned: Technology has moved us into the 21 st century. It is vital both Region and Intergroups to learn leverage it. Saving money, time and resources, it gives flexibility. Document sharing and virtual committee meetings are just two digital benefits. A vote was taken to allow this technology to include virtual voting. The motion requested a change the bylaws to reflect the inclusion of virtual presence. The

4 bylaws define as voting members present in the room to be counted. The Motion to include virtual voters as present was defeated. Ways and Means Ways and Means committee functions include ways, the human resources, and means, the monetary wherewithal. This committee handles fundraising and fiscal accountability in a partnership with the Treasurer. This team currently works on a fundraising effort which include selling tee shirts and serenity knots. The members are also researching the cost to have an online web store for purchasing fundraising merchandise. Lessons Learned: Ways and Means committee provides support for tangible fundraising and ensures accountability in tandem with the Treasurer. Board Members Board members also shared their roles in Region 8. Chair Viviana, or newly elected Chair resides in Venezuela. Her role is to run the meetings with her Parliamentarian as her Roberts Rules advisor. Although there is a bit of a language barrier, all of the members of the assembly have been extremely supportive in this regard. Lesson Learned: Chair facilitates meetings, creates agendas. The chair must not presents opinions and only votes as a tiebreaker. The chair must be neutral in its leadership, and appoint and support all standing committees. Vice Chair / Parliamentarian Vice Chairs responsible for coordinating all events. Aleta at Region level can always be tapped by local groups to assist in hosting Region 8 assemblies, local

5 conventions and other projects. She also reviews all web submissions. Judy serves as the Parliamentarian. At this meeting it was decided the October 2016 Assembly will be held in Memphis TN. Lessons Learned: There is much knowledge to be gathered assuring the success of our local Vice Chair in generating new and informative workshops. They crucial to provide learning opportunities for our members. Not every event has to be a fundraising effort but when appropriate can be both self-sustaining and generate revenue revenue. Secretary Secretary handles minutes, committee assignments and voting credentials. Accuracy, timeliness and full disclosure are vital to this role. Minutes must be all inclusive, citing all discussion and proceedings. The last meeting's minutes are then read unedited for content. If the minutes are in question anyone on the floor may request for a correction. In the event of absence of the Secretary, another Board member may be asked to take notes subject to approval. Lessons Learned: Secretaries should be technology savvy in this new digital world. They must provide reporting in an accurate timely fashion via lists and understand how to navigate a web site to share and find documents. To facilitate IG meetings they must do roll call, take accurate and notes, being sure they are all inclusive. Secretaries are expected to keep all minutes, reports, agenda for each meeting in a accessible minutes record book. Reports do not have to be approved and are to be filed with the minutes record books by the Secretary. Treasurer Treasurer explained her role. She uses an online bookkeeping system. She remains responsible for deposits, taxes, and reporting. Her projected budget must be submitted as the Bylaws demand before fiscal year end for approval. The new budget is created by input from all committee chairs, data from previous budgets, request by board members for travel expenses with help from the Ways and Means committee chair. Each committee may request funding for the year. The body votes to accept the budget as presented only after there is a thorough review by the Board.

6 Line items in consideration for committees and travel, then managed by the committee. Receipts must be turned into the Treasure. Emergency fiscal requests are put to the body. Treasurer then amends the budget to reflect changes. The Treasure does not manage specific line items and does not make unilateral funding decisions on how various committees spend the funds. The treasurer, like all members, is trusted servant and does not govern. Primarily, the charge is to work with responsible members to prepare a timely budget, taxes and yearly audit. Monthly reports may be proof read by another member for accuracy. In addition, any request from a chair of any committee must be sent by the requested timeframe. Lessons Learned: An intergroup can not keep a healthy fiscal profile if there is no budget. Both Region 8 bylaws and Palm Beach Intergroup bylaws reflect that charge. Line items are managed by the individual or committees to which monies are committed. By doing so, each expenditure, backed up by receipts and within P&P guidelines do not go before the floor nor rejected by Treasurer. The treasurer does to not advise on a delegate's food choices, what is spent on tips or other expense items guidelines are set by the service body and integrated into its manual. Trusted servants take fiscal responsibility as dictated in those processes. Receipts are turned in within 60 days and reimbursed as soon as possible. Emergency expenditure overrides always to directly to the floor. There was much to learn as always! Respectfully Submitted, Jeri H-P Palm Beach Intergroup, Region 8 Third Delegate